Date
Replyto
Attnof
Subject3
V National Archives and Records Administration
8601 Adelphi Road
College Park, Maryland 20740-6001
: December 4, 2006
: Of■ce of Inspector General (OIG)
Audit Report No. 07-02, Review of Archives 11 File Server Disk Space Utilization
: Allen Weinstein, Archivist of the United States (N)
Enclosed is the subject report containing the results of our review of the amount of Archives II
■le server disk space occupied by digital media computer ■les. Speci■cally, we sought to
.determine if media ■les, i.e., music, video, audio ■les, etc., were taking up a signi■cant
‘amount of server disk space, and whether the storage of that type of computer ■le by
NARANet (N ARA’s computer network) users complied with NARA policy.
Our review revealed that disk storage space on the Archives II Novell ■le servers was not
adversely impacted by huge volumes of potentially inappropriate ■les, e. g., movie ■les, music
■les, etc. However, we did ■nd that potentially inappropriate ■les were stored on the servers,in Violation of the provisions of NARA 802, Appropriate Use of NARA O■ice Equipment, and,
possibly, US. copyright laws. ‘
The report contains one recommendation, with sub-recommendations, to correct the reported
condition. Management concurred with two sub-recommendations, and nonconcurred with the
other sub-recommendation. Management’s comments in their entirety are included as anappendix to the audit report.
In accordance with the requirements of NARA 1201, Audits of NARA Programs and
Operations, you have up to 45 calendar days to respond with an action plan for implementing
the report recommendations and status reports on any completed or in-progress implementation
efforts. Should you have any questions concerning the report and recommendations, please 6-
mail me or Mr. James Springs, or call us at (301) 837-3000.
/
Inspector General
Enclosure
NARA 's web site is http://www. archives. gov
O
0
REVIEW OF ARCHIVES II FILESERVER DISK SPACE UTILIZATION
.
OIG Report No. 07-02
December 4, 2006
O
I
O
O
O
01G Audit Report No. 07-02
REVIEW OF ARCHIVES II FILE SERVER
DISK SPACE UTILIZATION
EXECUTIVE SUNIMARY
The overall objective of our review was to identify the amount of server disk drive1
space utilized by digital media2 computer ■les3 on the eight Novell ■le servers
located at Archives II. Speci■cally, we determined if media ■les, i.e., music, video,
audio ■les, etc., took up a signi■cant amount of server disk space, and whether the
storage of that type of computer ■le by NARANet (NARA’S computer network) users
complied with NARA policy. The review was performed as a result of an allegation
received during our monitoring of the Novell Software Upgrade Project that a large
percentage of server disk storage space was occupied by inappropriate ■les,
including music, movies, and pornography. We were also concerned that some of
the ■les might contain copyrighted material.
Our review disclosed that disk storage space on the Archives II Novell ■le servers
wasnot adversely impacted by huge volumes of potentially inappropriate ■les, e.g.,
movie ■les, music ■les, etc. The percentage of disk space occupied by the types of
media ■les for which information was provided by Of■ce of Information Services
of■cials was 6.83 percent, leaving 93.17 percent available for other types of ■les,
e.g., word processing ■les, spreadsheets, databases, etc. HoweVer, while our review
did not disclose that a large amount of disk space was occupied by media ■les, we
did ■nd that potentially inappropriate ■les were stored on the servers, in violation
of the provisions of NARA 802, Appropriate Use of NARA Of■ce Equipment, August
27, 2004, and, possibly, US copyright laws“. As a result, valuable disk storage
space that could be used to store government-related data was taken up by
potentially inappropriate data, possibly resulting in additional expense to the
agency to acquire additional storage space for Archives-related material.
Prior to the completion of our review, NHT of■cials requested that they be allowed
to immediately delete inappropriate media ■les, i.e., ■les forpersonal use and not
government business, from the Archives II servers, because upgrading of the Novell
software was scheduled to begin at Archives II within a few days. Because
migrating the media ■les to the new environment would have required additional
1A disk drive is a machine that reads data from and writes data onto a disk. A disk drive rotates the disk very fast
and has one or more heads that read and write data.2Digital media encompasses digital audio, digital video, the World Wide Web and other technologies that can be
used to create and distribute digital content.3 A file in a computer system is a stream (sequence) of bits stored as a single unit, typically in a ■le system on disk
or magnetic tape.4 US. Copyright Law includes Title 17 U.S.C. et seq., and Title 18 U.S.C. Section 2319.
Page 1National Archives and Records Administration
OIG Audit Report No. 07-02
time and effort by the contractor to complete the software upgrade at Archives II,
we granted their request, even though our review was not yet complete. ’
We made one recommendation, with sub-recommendations, that when implemented
by management, will assist the agency in freeing-up valuable disk storage space,
previously taken up by inappropriate data, that could be used to store government~
related data.
INTRODUCTION
BACKGROUND
NARA’s computer network consists of a client/ server type of architecture. This is a
network architecture in which each computer or process on the network is either aclient or a server. The client, a user's personal computer, is the requesting machine,
and the server is the supplying machine, both of which are connected via a local
area network (LAN) or wide area network (WAN). The client contains the user
interface (Windows, Mac, etc.) and can perform some or all of the application
processing. Servers are powerful computers or processes dedicated to managing
disk drives (■le servers), printers (print servers), or network traf■c (network
servers). File servers, which range in size from personal computers to mainframes,
store data and programs and share those ■les with the clients. In this case, the
server functions as a remote disk drive to the clients.
Our effort involved analyzing information pertaining to Computer network userswho have stored media ■les (music, movies, photographs, etc) on eight Novell ■le
servers5, maintained at Archives II, identi■ed as: (1) Adams, (2) Federal Register,
(3) Jefferson, (4) Madison, (5) NARA, (6) Suitland, (7) Van Buren, and (8)
Washington.
OBJECTIVES, SCOPE, AND METHODOLOGY
The overall objective of our review was to identify the amount of server disk space
occupied by digital media computer ■les. Speci■cally, we sought to determine if
media ■les, i.e., music, video, audio ■les, etc., took up a signi■cant amount of server
disk space, and whether the storage of that type of computer ■le by NARANet
(NARA’S computer network) users complied with NARA policy.
5A file server is a computer on a network that stores computer programs and data ■les shared by the
users of the network. A ■le server is the nerve center of the network, and also acts as a remote disk
drive, enabling users to store information.
Page2National Archives and Records Administration
OIG Audit Report No. 07-02
To accomplish the objective, we analyzed and summarized information pertaining
to disk space and music, video, and audio ■les stored by NARANet users on NARA’s
Archives II Novell ■le servers (Adams, Federal Register, Jefferson, Madison, NARA,
Suitland, Van Buren, and Washington).
We also reviewed US. copyright laws and examined guidance contained in NARA
802, Appropriate Use of NARA Office Equipment, dated August 27, 2004.
Our audit work was performed at Archives II in College Park, Maryland. The
review, Which we began in July 2006 and completed in September 2006, was
performed in accordance with generally accepted government auditing standards.
APPROPRIATE USE OF NARA OFFICE EQUIPMENT
NARA 802, Appropriate Use of NARA Office Equipment: (a) de■nes appropriate use
of NARA of■ce equipment; (b) de■nes acceptable use conditions for personal use of
NARA of■ce equipment by NARA staff; (c) de■nes misuse and inappropriate
personal use of NARA of■ce equipment; and (d) emphasizes the role of NARA staff
in helping to ensure security and performance of NARANet.
In accordance with the provisions of NARA 802, NARA staff members are expected
to conduct themselves professionally in the workplace and to refrain from using
NARA of■ce equipment for activities that are inappropriate.
Misuse or inappropriate personal use of NARA of■ce equipment during work and
staff non-work time includes, among other things, any personal use that could causecongestion, delay, or disruption of service to any NARA system or equipment, and
any use of NARA of■ce equipment that could generate more than minimal
additional expense to NARA.
Employees do not have a right to and should not expect privacy while using any
NARA of■ce information technology equipment at any time, including accessing the
Internet or using e-mail.
A copyright is a set of exclusive rights granted by the federal government for a
limited time to protect the particular form, way or manner in which an idea or
information is expressed. Copyright may subsist in a Wide range of creative or
artistic forms or "works", including literary works, movies, musical works, sound
recordings, paintings, photographs, software, and industrial designs. Copyright is a
type of intellectual property
Media Files for Personal Use were Stored
on Archives II File Servers
Page 3National Archives and Records Administration
01G Audit Report No. 07-02
While storage of media ■les on the Archives II ■le servers did not appear to be a
signi■cant problem (see Table 1 below), we identi■ed a small percentage of
potentially inappropriate media ■les stored on the servers, in violation of the
provisions of NARA 802 and, possibly, US. copyright laws. Speci■cally,
approximately 6.8 percent of available server disk storage space was occupied by
these media ■les, i.e., music, video, audio ■les, etc.
W ' n 30.9 1
Madison 7.76
Adams 40.28
Jefferson 20.8
NARA 4.3 1
F ' .29
Van Buren 10.88
Suitland,
1.62
TOTALS 1 16.85
Table 1
Media Files Stored on Archives II Servers
Table 2 provides the results of our analysis of music, video, and audio ■les stored by
NARA’s computer network users on the Archives II Novell ■le servers. The
remaining users for which information was provided had stored less than 100
megabytes of media ■les on the servers. (For additional details concerning these
■les, see Attachments 1 through 8.)
More than 1 Gigabyte 16
Between 500 and 1,023 Megabytes 20
Between 100 and 499 Megabytes 64
6 One gigabyte is equal to 1,024 megabytes. Gigabyte is often abbreviated as G or GB.
Page4National Archives and Records Administration
OIG Audit Report No. 07-02
Table 2
Number of NARANet Users Storing Large amounts of Media Files on Archives II
Servers
To illustrate the amount of disk drive space occupied by these ■les, (1) one
megabyte is equal to a small novel or a 3.5 inch ■Oppy disk; (2) two megabytes is
equal to a high-resolution photograph; (3) 10 megabytes equals one minute of high-
■delity sound; (4) 500 megabytes equals a CD-ROM; and (5) one gigabyte is equal
to a pickup truck ■lled with paper. A typical three-minute song from a CD takes up
about. 30 megabytes of disk space. Compressed into MP3 format, the ■le is about
three megabytes._
We did not determine if the ■les were actually inappropriate, because we did not
review their contents to determine if they were for government or personal use.
According to the NARA Chief Information Of■cer (010), “These ■les might be
legitimate and be used for NARA business, since NARA does have lots of reasons to
be using music and video ■les.” However, in our opinion, based on reviewing the
■le names, most of the ■les in question did not appear to be related to NARA
business and may be evidence of network misuse. For example, ■le names
included: (1) my music, (2) my pictures, (3) fun photos, (4) jims gospel music, (5)
■owers from keith, (6) wedding, (7) luther vandross, (8) merry Christmas, (9)
honeymoon photos, (10) Tom’s sendoff to Hawaii, (11) icecube, (12) jokes, (13)
games, (14) star trek adventure, and (15) lion king.
In accordance with the provisions of NARA 802, NARA staff members are expected
to refrain from using NARA of■ce equipment for activities that are inappropriate.
Misuse or inappropriate personal use of NARA of■ce equipment during work and
staff non—work time includes, among other things, (1) any personal use that could
cause congestion, delay, or disruption of service to any NARA system or equipment,
and (2) any use of NARA of■ce equipment that could generate more than minimal
additional expense to NARA.
We believe this condition existed because: (1) users are unaware that storing music,
audio, and photographic ■les, for personal use, on NARA servers is inappropriate;
(2) the guidance in NARA 802 does not speci■cally address the downloading and
storage of media ■les; and (3) no one has the responsibility for regularly monitoring
the type(s) of data stored on NARA’s servers, and for ensuring that any data not
used for government business is removed from the server.
The media ■les stored for personal use on the Archives II ■le servers could possibly
contain material protected by copyright laws. US. copyright law protects books,
photographs, Videos, movies, sound recordings, software code, and other creative
works of expression from unauthorized copying, adaptation, performance, display,
or distribution. A copyright gives its owner the exclusive right to reproduce,
Page 5National Archives and Records Administration
OIG Audit Report No. 07-02
distribute, perform, display, or license a work, and the exclusive right to produce or
license the production of derivative works.
In addition, valuable disk drive space that could be used to store business—related
data is taken up by inappropriate data, possibly resulting in additional expense to
the agency to acquire additional storage space for Archives-related material.
Recommendation 1. The Assistant Archivist for Information Services (NH)
should: i
a. Revise NARA 802, Appropriate Use of NARA Office Equipment, to state that
music and movie ■les, non-business photos and pictures, as well as sexually-explicit
material, are not to be downloaded and stored on NARA’s ■le servers.
Management Response
Management concurred with this recommendation and agreed to take corrective
action.
b. Establish responsibility for regularly monitoring the type of material being
stored on NARA’s servers; issuing a warning to those users that appear to have
downloaded and stored inappropriate material to a server; and deleting any
material, i.e., non business—related material, inappropriately stored on the servers.
Management Response
Management nonconcurred with this recommendation, stating that it planned to
take no corrective action.
OIG Response to Management Comments
In its comments, management noted that the audit report disclosed that the
Archives II ■le servers are not impacted by “huge volumes” of potentially
inappropriate ■les. Although it is ■ne that the Archives 11 ■le servers are not impacted by the
storage of “huge volumes” of potentially inappropriate ■les, there is, however, a signi■cant
number of potentially inappropriate ■les that should be removed from the servers. These
inappropriate ■les Violate provisions of NARA 802, Appropriate Use of NARA O■ce
Equipment, and they take up valuable disk space that should be used for legitimate, agency
business—related data. In addition, some ■les may contain pornography and/ or material protected
by copyright laws. Therefore, we continue to believe that system administrators should monitor
Page6National Archives and Records Administration
OIG Audit Report No. 07-02
the types of material stored on the servers and request users to delete any ■les that are not
business—related. ‘
Another comment was that our review did not “...show any evidence of improper use
of NARA ■le servers that would justify the expense and effort necessary to conduct
intrusive content monitoring of the data stored on those systems.” We disagree.
The audit did not address whether the ■les were actually inappropriate, i.e., the
auditors did not review contents to determine if the ■les were for government or
personal use. However, as stated previously, based onreviewing ■le names, most of
the ■les in question did not appear to be related to NARA business and may be
evidence of network misuse. For example, ■le names included: (1) my music, (2) my
pictures, (3) fun photos, (4) jims gospel music, (5) ■owers from keith, (6) wedding,
[(7) luther vandross, (8) merry Christmas, (9) honeymoon photos, (10) Tom’s sendoff
to Hawaii, (11) icecube, (12)jokes, (13) games, (14) star trek adventure, and (15)
lion king.
Further, management stated that the Information Technology Services Division
(NHT) monitors disk capacity on an ongoing basis, and automated tools are used to
prevent downloading of malware and to block access to websites with offensive
content. However, to clarify, our recommendation does not pertain to monitoring
disk capacity, i.e., assessing the amount of disk space available and/or the amount
of disk space occupied by data. Instead, the recommendation addresses the need for
of■cials to monitor the types of data being stored by users on the server disk drives,
to ensure that the data is appropriate and business-related. Also, it should be noted
that it is extremely dif■cult, if not impossible, for web content ■lters to block all
offensive (pornographic, racist, Violent, and criminal) content.
0. Through a NARA notice or the NARA @ Work intranet site, remind NARA
employees of NARA 802 requirements for the appropriate use of NARA of■ce
equipment.
Management Response
Management concurred with this recommendation and agreed to take corrective
action.
Page7National Archives and Records Administration
OIG Audit Report No. 07—02
FILE SERVER DISK SPACE UTILIZATION
SERVER
ATTACHMENT
ADAMS ............................................................................................................. ..8
FEDERAL REGISTER..................................................................................... ..
11
JEFFERSON .................................................................................................... ..12
MADISON ........................................................................................................ ..17
NARA ................................................................................................................ ..19
SUITLAN D ....................................................................................................... ..20
VAN BUREN .................................................................................................... ..22
WASHINGTON ................................................................................................ ..26
The following attachments identify, for each network user who has stored media
■les on the Novell ■le servers maintained at Archives II, the of■ce symbol and the
amount of server disk space occupied by that user’s media ■les.
Page 8National Archives and Records Administration
OIG Draft Audit Report No. 07-02
ATTACHMENT 1
NARASERVER DISK SPACE UTILIZATION
ADAMS SERVER
NWM 1.71
2y
7
3 10.38
4 2.78
NWML 5 44.3
6 79.95
7 1.98
8 1.79
9 17.6
10 5.28
11 233.4
12 9.84
13 11.4
14 15.3
15 1.13
16 8.73
17 28.6
NWME 18 1O
19 19.21
20 1.02
21 278.61
7 A megabyte is equal to 1,024 kilobytes.
Page 9National Archives and Records Administration
OIG Draft Audit Report No. 07—02
ATTACHMENT 1
NARA SERVER DISK SPACE UTILIZATION
ADAMS SERVER
23 1.82
24 2.2
25 1.16
25 ‘ 2.9
27 1.82
28 2.2
29 1.16
30 .46
31 2.18
32 49.
33 2.93
34 .43
35 .085
36 2.32
37 1.82
NWMI 38 460
SHARED8 40,582.47
UNKNOWN (2)9 243.56
8Files were stored on the “3” drive and shared among network users.9 Media ■les stored by network users whose names were not found in the Employee Locator
Page 10National Archives and Records Administration
OIG Draft Audit Report No. 07-02
ATTACHMENT 1
NARA SERVER DISK SPACE UTILIZATION
ADAMS SERVER
TOTALS 41,353.335
' 40.38 GBs
Page I 1National Archives and Records Administration
OIG Draft Audit Report No. 07-02
ATTACHMENT 2
NARA SERVER DISK SPACE UTlLIZATION
FEDREG SERVER
2 63.7
3 .27
NFT 4 10.99
NF 5 .62
6 2.23
NFL 7 1.69
NRPMO 8 6.48
SHARED 151.2
UNKNOWN (2) .25
TOTALS 296.43 MBs
.29 635
Page 12National Archives and Records Administration
OIG Draft Audit Report No. 07-02
ATTACHMENT 3
NARA SERVER DISK SPACE UTILIZATION
JEFFERSON SERVER
(1* 1 123.92
2 2.82
3 79.5
4 36.79
5 146.82
6 1.63
7 13.59
8 7.53
9 8.76
10 90.4
11 5.11
12 681
13 59
14 57.1
15 .18
16 .04‘
NWT 17 5.69
18 64.46
19 1,539.28
NWCTF 20 15.49
21 8.23
NWTD 22 776.62
23 111.79
24 102.5
25 3,164.9
Page 13National Archives and Records Administration
OIG Draft Audit Report No. 07-02
ATTACHMENT 3
NARA SERVER DISK SPACE UTILIZATION
JEFFERSON SERVER
27 118.49
28 380.42
29 19.69
30 917.32
31 109.56
32 125.63
chs 33 19.79
34 109
35 7
36 .92
37 73.59
38 101.04
39 / 127.7
40 36.51
41 342.22
42 45.96
43 93.29
44 126.8
45 272.25
46 48.16
47 54.7
48 129.8
49 23.1
Page 14National Archives and Records Administration
01G Draft Audit Report No. 07-02
ATTACHMENT 3
NARA SERVER DISK SPACE UTILIZATION
JEFFERSON SERVER
51 14.1
52 277
53 6.81
54 .003
55 38.9
NWCTM 56 386
57 199.05
58 .65
59 I 297
60 1,325.31
61 22.4
62 27.32
63 3.91
64 31.51
65 12.5
NWTS 66 192.29 ‘
67 9.19
68 89.3
69 765.23
70 1.26
71 80.1
72 108.3
NWCTC 73 1.88
74 54.77
Page 15National Archives and Records Administration
OIG Draft Audit Report No. 07—02
ATTACHMENT 3
NARA SERVER DISK SPACE UTILIZATION
JEFFERSON SERVER
NWCC2 83 5.09
84 21.79
85 438
86 904
NWCT 87
_
12.8
88 580.55
89 8.24
90 34
91 14.5
92 26.8
NWA 93 775.61
94 .003
NRGC 95 1.08
NW 96 48
NWC 97 3.94
98 30.77
99 67.74
Page 16National Archives and Records Administration
OIG Draft Audit Report No. 07-02
ATTACHMENT 3
NARA SERVER DISK SPACE UTILIZATION '
JEFFERSON SERVER
“ch3 “ "103 35.21
NWE 101 22.2
NWT—R 102 7.75
NWCCA 103 1.35
NWT-L 104 20.53
N 105 13.79
NHEP 106 ‘ 13.4
NWME 107 13.9
NM: 108 27.3
NWCTB 109 16.3
NWCM 110 19.4
UNKOWN ('2) 2,024.79
TOTALS 21,294.416 MBs
20.8 638
Page 17National Archives and Records Administration
OlG Audit Draft Report No. 07-02
ATTACHMENT 4
NARA SERVER DISK SPACE UTILIZATION
MADISON SERVER
681.91_
2 783.9
3 7.85
4 780.14
5 119
8 139.9
7 48.1
8 81.7
NHR 9 18.2
NHES 10 143.72
11 42.3
NHEP 12 13
13 304.54
14 .88 r
15 101.98
18 252
N 17 227
NCON 18 388.2
19 885.3
20 29.9
21 80.73
221,098.2
NHE 23 70.5
24 18.15
25 14.8
Page 18National Archives and Records Administration
OIG Audit Draft Report No. 07-02
ATTACHMENT 4
NARA SERVER DISK SPACE UTILIZATION
MADISON SERVER
27 .5
NWMD 28 161.74
NHPS 29 7.59
NWIVI
V
30 2.39
>
31 .58
NHER 32 226.53
NGC 33 76.9
NPOL 34 1.34
35 430
NHP 36 69.5
SAIC 37 434
NHV 38 72.5
39 6.83
40 7
NWME 41 .61
NHPD 42 .65
NW 43 4.73
UNKNOWN (?) 323
TOTALS 7,944.46 MBs
7.76 685
Page 19National Archives and Records Administration
OIG Audit Draft Report No. 07-02
ATTACHMENT 5
NARA SERVER DISK SPACE UTILIZATION
NARA SERVER
' SHARED 4,411.73
TOTALS 4,411.73 MBs
4.31 638
Page20National Archives and Records Administration
OIG Audit Draft Report No. 07-02
ATTACHMENT 6
NARA SERVER DISK SPACE UTILIZATION
SUITLAND SERVER
41.78NW MW1
2106.42
3 10.9
4 133.71
NWMWR 5 68.8
6 49.48
7 8.15
8 8.91
9 10.27
10 .55
11 .76
12 .36
13 .82
NWMWA 14 28.7
15 26.2
16 24.3
17 1.7
18 2.63
19 15.68
20 2.04
21 64.09
22 13.3
23 ' 4.98
24 1.2
NAH 25.
2.38
Page21National Archives and Records Administration
01G Audit Draft Report No. 07-02
ATTACHMENT 6
NARA SERVER DISK SPACE UTILIZATION
SUITLAND SERVER
WNRC 26 .8
NWCTC ' 27 5.27
NWM 28 2.95
NAH 29 1.52
ADMIN 12.8
SHARED 451.35
UNKNOWN ('2) 555.45
TOTALS 1658.37 MBs
1.62 GBs
Page22National Archives and Records Administration
OIG Audit Draft Report No. 07-02
ATTACHMENT 7
NARA SERVER DISK SPACE UTILIZATION
VANBUREN SERVER
NWE 5.781
2 35
3 8.42
4 25
5 74.07
6 11.5
7 1,140.83
8 681.34
9 8.9
10 .72
11 130.97
12 1.1
13 1,920.9
14 101.16
15 757.4
16 119.93
17 1,176.26
18 62.38
19 42.57
20 144
21 31.11
NWCC1 22 47.22
23 1.02
24 2.98
25 2.13
Page23National Archives and Records Administration
OIG Audit Draft Report No. 07-02
7ATTACHMENT 7
NARA SERVER DISK SPACE UTILIZATION
VANBUREN SERVER
27 5.82
NWCM5
28 57.8
.29 29.44
ISOO 30 5.8
I 31 18.5
32 38
33 .82
34 454.93
35 14.18
38 8.49
NWL 37 12.3
38 187.82
39 5.95
40 2.59
41 112
NWCTB 42 27
43 5.44
44 14.3
45 18.5
48 .82
47 9.08
48 .43
49 8.74
50 4.5
Page24National Archives and Records Administration
OIG Audit Draft Report No. 07-02
ATTACHMENT 7
NARA SERVER DISK SPACE UTILIZATION
VANBUREN SERVER
52 24.75
53 28.05
NAT 54 157
55 7.25
NCON 55 11.8
NLMS 57 5.04
58 .85
59 1.54
NWCD 50 58
51 4.77
52 5.45
53 11.38
54 42.9
NWTD 55 19.37
chs 55 78.12
57 29.9
N 58 33.07
59I
4
NASS 70 148.3
71 17.78
NAF 72 7.15
NWMWA 73 25.5
NCON 74 3.88
75 22.03
Page25National Archives and Records Administration
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ATTACHMENT 7
NARA SERVER DISK SPACE UTILIZATION
VANBUREN SERVER
“76 44.87
NHPRC 77 2.39
NWMD 78 13.5
79_
24.34
NHTW 80 114.88
ND 81 68.34
NAFM 82 69.74
83 9.25
NASR 84 338.24
NHER 85 3.53
SHARED 2,152.77
UNKNOWN (2) 39.75
TOTALS 11,139.95 MBs
10.88 GBs
Page26National Archives and Records Administration
OIG Audit Draft Report No. 07-02
ATTACHMENT 8
NARA SERVER DISK SPACE UTILIZATION
WASHINGTON SERVER
NLNS 1 1,584.1
2 19.83
3 787
4 35
5,
44.8
8 49
NAB 7 244.58
NAF 8119.4
NAT 9 283.2
10 145
11 182
12 5,283.38
13 30.3
NWCTF 14 * 312.22
NAFM 15 238.3
18 2,083.88
17 1,274.08
18 4,211.84
19 902
20 1,525.78
21 883
22 240
23 31.2
NA 24 1,845.94
NAR 25 80.3
Page27National Archives and Records Administration
01G Audit Draft Report No. 07-02
ATTACHMENT 8
NARA SERVER DISK SPACE UTILIZATION
WASHINGTON SERVER
NAS
_
26 171.1
I27 364
28 2,355.2
NEEO 29 2,684.08
30 141
NASS 31 259.26
NABF 32 1.37
33 1.44
34 v 26.3
35 66.2
NABB 36 3.82
NRPM2 37 673.3
NLJZ 38 3
chc2 39 109
40 712
NAHR 41 11
42 384
NAH 43 2.09
SHARED 487.75
UNKNOWN (2) 1,264.9
TOTALS -31,656.? MBs
30.91 GBs
Page28National Archives and Records Administration
From:
Subject:
a...
Appendix. I
National Archives and Records Administration
8601 Adelplzi Road
College Park, Maryland 20740-6001
NOV 1 6 2006
Of■ce of InspectorGeneral
(OIG)
Of■ce of Information Services (NH) and the Policy and Flaming Staff (NPOL)
OIG Draft Audit 07-02, Review of Archives 11 Server Disk Space Utilization
Thank you for the opportunity to comment on this draft audit report. We concur in part with
the single recommendation contained in this draft report and offer the following comments.
Recommendation 1a states that NH should revise NARA 802, Appropriate Use of NARA
O■ice Equipment, to state that music and movie ■les, non-business photos and pictures, as
well as sexually-explicit material, are not to be downloaded and stored on NARA’s ■le
servers. While the current version of NARA 802 addresses sexually explicit materials, we
concur that the language in NARA 802 could be more tightly worded to exclude categories of
both appropriate and non—appropriate ■les from being stored on NARA ■le servers. A draft
revision of this directive is currently underway.
Recommendation 1b states that NH should establish responsibility for regularly monitoring
the type of material being stored on NARA’s servers; issuing a warning to those users that
appear to have downloaded and stored inappropriate material to a server; and deleting any
material, i.e., non business-related material, inappropriately stored on the servers. We do not
concur. It is important to note that both in the draft report and in the cover letter, you
acknowledge that your review disclosed that the Archives 11 ■le servers are not impacted by
“huge volumes” of potentially inappropriate ■les. In addition, the review does not show any
evidence of improper use of NARA ■le servers that would justify the expense and effort
necessary to conduct intrusive content monitoring of the data stored on those systems. The
Information Technology Services Division (NHT) monitors disk capacity on an ongoing basis
and automated tools are used to prevent downloading of malware and to block access to
websites with offensive content. We plan no action in response to this recommendation.
Recommendation lc states that NHshould, though a NARA Notice or the NARA-at—Work
site, remind NARA employees of NARA 802 requirements for the appropriate use of NARA
of■ce equipment. We concur, and will provide this reminder after the revised NARA 802 is
issued.
W
SUSAN M. ASHTIANIE
Director, Policy and Planning Staff
cc: N, ND